Care Coordinator

Stella is a leading provider of breakthrough treatments for trauma symptoms, stress, anxiety, and depression. We use cutting‑edge modalities such as Stellate Ganglion Block (SGB), IV ketamine, TMS, and psychotherapy to help our patients achieve lasting relief. We are also a community of compassionate professionals who support each other and our patients throughout their healing journey.

The Care Coordinator is the central connection point for patients, providers, and the clinic team. They ensure every patient’s care journey is seamless, navigating scheduling, communication, and care path coordination with precision and compassion. By anticipating needs, overcoming barriers, and maintaining impeccable records, the Care Coordinator enables transformative patient experiences while supporting clinic performance and efficiency.

The essential duties and responsibilities include the following. Other duties may be assigned.

• Provide patients with an exceptional care experience, ensuring a Net Promoter Score (NPS) greater than 80.
• Coordinate and optimize clinic scheduling to maintain full and efficient appointment flow while meeting access standards.
• Serve as the primary point of contact between patients, providers, and internal teams to ensure continuity of care.
• Facilitate all stages of the patient care journey, including scheduling, documentation, billing coordination, and communication.
• Manage patient inquiries promptly and compassionately across multiple channels (phone, email, voicemail, or portal).
• Support accurate billing processes, collections, and accounts receivable activities in partnership with the billing team.
• Participate in daily huddles and weekly meetings to ensure clear communication and workflow efficiency.
• Track and act on patient feedback and Net Promoter data to enhance service delivery.
• Identify process improvements and share actionable recommendations to improve clinic operations.
• Uphold confidentiality and patient rights in all interactions, maintaining compliance with HIPAA and organizational standards.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and/or ability.

Required:

• 1–3 years of experience in patient coordination, healthcare administration, or customer service within a medical or behavioral health setting.
• Proven ability to manage communication across multiple patients or cases concurrently.
• Familiarity with scheduling and billing workflows.
• Proficiency with Google Suite and Microsoft Office applications.
• Strong communication, organization, and problem‑solving skills.
• Demonstrated ability to work independently in a fast‑paced environment while maintaining high attention to detail.
• Must be able to reliably commute to Brookline, Boston.

Preferred:

• Experience in mental health, trauma‑informed, or patient advocacy environments.
• Bachelor’s degree in Healthcare Administration, Psychology, or a related field preferred.

• A supportive and collaborative work environment
• A mission‑driven organization that makes a positive impact on people’s lives

At Stella, we believe that diversity, equity, and inclusion are essential values that enrich our work environment and enhance our ability to serve diverse communities. We strive to integrate these values into every aspect of our organization, from hiring and training to policies and practices. We recognize that we have a responsibility to foster a culture of respect, empathy, and collaboration among our team, patients, and partners.

Our vision is to be a leader in delivering patient‑centered care that respects and celebrates diversity, promotes equity and inclusion, and improves health outcomes for all.

If you are a highly motivated and experienced professional who is passionate about providing excellent patient care, we encourage you to apply. We can’t wait to hear from you!